【Must-Read for Companies Hiring Foreign Nationals!】What is Residence Card Verification?
For companies hiring foreign nationals, “verifying and checking residence cards” is a critical compliance matter. If a company fails to accurately ascertain the residence status and period of stay for its foreign employees, it risks being charged with aiding and abetting illegal employment. This article explains the definition of a residence card, the purpose of verification, and specific methods for conducting it.
What is a Residence Card?
A Residence Card is an official “identity document” issued by the Minister of Justice to foreign nationals residing in Japan for medium to long-term stays. This card contains information such as the status of residence (whether work is permitted, etc.), period of stay, permission for activities outside the scope of the status of residence, Residence Card number, name, date of birth, nationality, and more. It forms the basis for employment management of foreign nationals.
Under the Immigration Control Act, foreign nationals holding a Residence Card are obligated to carry it at all times. They also have a reporting obligation for certain matters, such as changing residence or altering their status of residence.
When a company hires a foreign national, it must verify the “permissibility of employment” and the “expiration date of period of stay” stated on the Residence Card. It must also check whether the planned job duties align with the content of the status of residence. Therefore, it is essential to fully understand that the Residence Card is not merely an ID, but a “document serving as the basis for determining work eligibility.”
Purpose of Residence Card Verification
Residence card verification refers to confirming the authenticity and validity of the information on a Residence Card presented by a foreign national with relevant authorities.
The purpose for a company conducting verification is to prevent illegal employment and establish a compliance framework. If a company hires a foreign national without detecting a forged or expired residence card, the employer risks being charged with “facilitating illegal employment,” facing penalties and significant damage to their social credibility. Furthermore, even if a foreign national holds a valid residence status, failing to manage the expiration of their period of stay properly carries the risk of causing overstaying due to missed or forgotten renewals.
Verifying the residence card allows for accurate confirmation of the card’s validity and the scope of the residence status, which also contributes to proper personnel and labor management. In today’s environment where the employment of foreign nationals is expanding, verifying residence cards is not optional for companies; it has become an essential practical verification task.
Verification Methods
The basic methods for verifying residence cards involve the company itself conducting “visual confirmation” and “copying for retention.” Confirm details on the card such as the status of residence, period of stay, and permission for activities outside the scope of the status of residence, then retain a copy as part of the employment documentation.
Furthermore, for greater certainty, companies can verify the residence card number and status of residence details through the specialized counters or consultation hotline of the Immigration Services Agency. Furthermore, if expiration or forgery is suspected, the company must promptly consult with the Immigration Bureau.
Currently, online services and information provision windows are being established. Companies employing foreign nationals are therefore required to actively verify legality. Additionally, creating a management ledger tracking expiration dates and keeping track of renewal periods is also effective for labor management.
A company does not fulfill its obligations merely by verifying the foreign national’s identity at the time of hiring. It is also required to establish a system for regularly checking the duration and status of their stay throughout the employment period.
Summary
The Residence Card is a crucial official document for determining work eligibility when hiring foreign nationals. Verifying the validity of their status of residence and period of stay through inquiries directly impacts a company’s risk management and compliance. Establishing a robust verification system for Residence Cards is essential to creating an environment where foreign talent can be utilized with confidence.
